Posting transactions
How to record sales, expenses, payments, and transfers. A recipe book for common journal entries.
A transaction in Axerity is a journal entry — at least two lines that sum to zero (debits equal credits). This page walks through the most common ones.
The form
Books → Transactions → + New transaction:
- Date. Defaults to today. Backdate freely (unless the period is locked).
- Reference. Invoice number, check number, vendor reference. Optional but helpful.
- Description. Your future self will thank you. Make it specific.
- Lines. Two minimum. For each: pick an account, enter either a debit or a credit (never both), optionally add a per-line memo.
- Totals. Live debit/credit comparison at the bottom. Balanced ✓ when they match.
⌘↵ / Ctrl+↵ posts from anywhere on the page. Tab moves to the next field. Clicking + Add line focuses the new row's account picker.
Recipes
A cash sale ($1,200)
A customer pays you $1,200 directly.
| Account | Debit | Credit |
|---|---|---|
1010 Checking Account | $1,200 | — |
4100 Service Revenue | — | $1,200 |
An invoiced sale ($1,200, customer hasn't paid yet)
You sent an invoice; they'll pay later.
| Account | Debit | Credit |
|---|---|---|
1200 Accounts Receivable | $1,200 | — |
4100 Service Revenue | — | $1,200 |
When that customer finally pays
The money arrives. The receivable goes away.
| Account | Debit | Credit |
|---|---|---|
1010 Checking Account | $1,200 | — |
1200 Accounts Receivable | — | $1,200 |
Paying an expense from checking
Rent, software, etc.
| Account | Debit | Credit |
|---|---|---|
6000 Rent | $1,800 | — |
1010 Checking Account | — | $1,800 |
Paying an expense on a credit card
| Account | Debit | Credit |
|---|---|---|
6300 Software & Subscriptions | $55 | — |
2100 Credit Card | — | $55 |
Paying down your credit card
| Account | Debit | Credit |
|---|---|---|
2100 Credit Card | $500 | — |
1010 Checking Account | — | $500 |
Moving money between your own accounts
E.g. from checking to savings.
| Account | Debit | Credit |
|---|---|---|
1020 Savings Account | $1,000 | — |
1010 Checking Account | — | $1,000 |
An owner contribution
You put your own money in.
| Account | Debit | Credit |
|---|---|---|
1010 Checking Account | $5,000 | — |
3000 Owner's Equity | — | $5,000 |
An owner draw
You take money out (not a salary — equity reduction).
| Account | Debit | Credit |
|---|---|---|
3000 Owner's Equity | $2,000 | — |
1010 Checking Account | — | $2,000 |
More than two lines
Plenty of real transactions touch three or more accounts. Example: you sell something for $100 and collect $8 sales tax, depositing to checking:
| Account | Debit | Credit |
|---|---|---|
1010 Checking Account | $108 | — |
4000 Sales Revenue | — | $100 |
2200 Sales Tax Payable | — | $8 |
Just keep adding lines. Totals must still match.
Searching
The transactions list has a search box at the top. It matches against the description, reference, and per-line memos — case-insensitive, fuzzy ILIKE under the hood.